5,2

|[pic] |MM 1: Create Purchase Order |
|Exercise Use the SAP Easy Access Menu to create a purchase order. Time 5 min |
|Task Create a Purchase Order (PO) for the Road and Off-road helmets. Submit the PO to the vendor, Olympic Protective Gear. When received and |
|accepted by the vendor, the PO creates a legally binding contract between the two parties. |
|In order to create a purchase order, follow the SAP Easy Access menu path: | |
|Logistics ► Materials Management ► Purchasing ► Purchase Order ► Create ► Vendor/Supplying Plant Known |Menu path |
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|[pic] | |
|In the Vendor field, press F4 to find the number for Olympic Protective Gear in Atlanta. On the Vendors (General) | |
|tab, enter your three-digit number (###) as Search term and Atlanta in the City field. In the result list, | |
|double-click on the vendor number to select it. | |
|Back on the Create Purchase Order screen, open the header data by clicking on [pic] Header. Select or enter US00 for|### |
|Purchasing Org, N00 for Purch. Group, and US00 for Company Code. Then click on [pic]. |Atlanta |
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| |US00 |
| |N00 |
| |US00 |
|Open the item list by clicking on [pic] Item Overview. You have to enter the following materials and information | |
|(as shown below). You may use the F4 help to search and select both helmets (off-road and road). In order to do so, | |
|use the Material by Material Type search tab, select Trading Goods as Material Type and enter *### (e.g. *012 if | |
|your number is 012) as Material. Then, double-click the respective helmet to select it. | |
|Material | |
|PO Quantity | |
|Delivery Date |Trading Goods |
|Net Price |*### |
|Currency | |
|Plnt | |
| | |
|OHMT1### | |
|60 | |
|(two weeks from today) | |
|25.00 | |
|USD | |
|MI00 | |
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|RHMT1### | |
|150 | |
|(two weeks from today) | |
|25.00 | |
|USD | |
|MI00 | |
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|Click on the Enter icon [pic]. If you receive a system message whether the delivery date can be met accept it with | |
|Enter for both line items. | |
|Go to Conditions tab in the Header section and record the total value of the purchase order: (5,250.00 USD). | |
|Then go to the Conditions tab in the [pic] Item Detail section and record the value of both line items. You switch | |
|between items by using the [pic] and [pic] icons. | |
|OHMT1###:(1,500.00 USD) | |
|RHMT1###:(3,750.00 USD) | |
|[pic] | |
|Click on [pic] to save the purchase order. A message will appear. To view the system messages, choose [pic]. The | |
|following message should appear. | |
|[pic] | |
|The message tells you that you are creating a purchase order, but have not generated any output to notify the | |
|selected vendor. Select [pic] to continue. Then click on [pic] again. This time we will save past the message | |
|indicating that no output device (i.e. Printer, FAX, EDI) was found to communicate this PO to the vendor. Select | |
|[pic]. | |
|Note that SAP will assign a purchase order document number (bottom-left of the screen). | |
| |Purchase order document |
| |number |
|The purchase order screen is again blank, ready for another purchase order to be entered. Click on the exit icon | |
|[pic] to return to the SAP Easy Access Menu. | |
|Standard PO created under the number 4500000183 | |

|[pic] |MM 2: Create Goods Receipt for Purchase Order |
|Exercise Use the SAP Easy Access Menu to create a goods receipt. Time 5 min |
|Task Receive into inventory the stock items ordered from Olympic Protective Gear in the previous exercise. A goods receipt document will be |
|created referencing our purchase order thereby ensuring that we receive the products ordered within the timeframes requested and in quality |
|condition. Goods on hand will be increased and an accounting document will be generated recognizing the value associated with these goods. |
|To create a goods receipt, follow the menu path: | |
|Logistics ► Materials Management ► Inventory Management ► Goods Movement ► Goods Receipt ► For Purchase Order ► GR |Menu path |
|for Purchase Order (MIGO) | |
|This will produce the following screen. | |
|[pic] | |
|Make sure that the Movement type (top-right corner) is set to GR goods receipt 101. Enter your PO number from the | |
|previous exercise. If you do not have the number, find it by using the F4 help (Purchasing Document per Vendor tab |101 |
|or Purchasing Document for Material tab). Then press Enter. |PO number |
|If a line is grayed out minimize the Item Detail Data by selecting [pic] (Close Detail Data). Ensure that the box in| |
|the OK column is checked for each item. Checking it indicates that you want to adopt it into the goods receipt | |
|document. |OK |
|In the SLoc column, enter storage location TG00 (Trading Goods) for both line items. Then click on [pic] to save | |
|your goods receipt. |TG00 |
|Note that the SAP system will assign a unique number for this new goods receipt document. This number will appear in| |
|a message at the lower-left corner of the screen. Click on the exit icon [pic] to return to the SAP Easy Access |Goods receipt document |
|Menu. |number |
|Material Document 5000000173 posted[pic] | |

|[pic] |MM 3: Create Invoice Receipt from Vendor |
|Exercise Use the SAP Easy Access Menu to create an invoice receipt. Time 5 min |
|Task Enter an invoice received from Olympic Protective Gear for 5,250.00 USD associated with the recent PO and goods receipts. This invoice |
|will be posted to an existing G/L expense account in your Chart of Accounts and saved as an Accounts Payable to Olympic Protective Gear. It |
|will be settled by issuing a check to Olympic Protective Gear at a later date. The invoice is presented below in order to support you making |
|the necessary journal entry. |
|[pic] |
|To enter an invoice, follow the menu path: | |
|Logistics ► Materials Management ► Logistics Invoice Verification ► Document Entry ► Enter Invoice |Menu path |
|This will produce the following screen. | |
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|[pic] | |
|Enter today’s date as Invoice Date (you may use F4 to display the calendar and press Enter to select today’s date). | |
|Then, in the Amount field enter the total amount from the invoice document above and select Tax Code XI (drop-down |today’s date |
|field right of Tax amount field). As Text, enter ‘INVOICE 00123-###’ (replace ### with your number). Check if your | |
|screen looks like shown below. |5,250.00 |
| |XI |
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| |INVOICE 00123-### |
|[pic] | |
|Then choose Purchase Order/Scheduling Agreement in the bottom drop-down list and enter your PO number from the first| |
|exercise in the text field next to it. Again, to find it you may use F4 and helpful search criteria such as vendor. |PO number |
|Click on [pic]. | |
|If the transaction is entered correctly (in respect to Debits and Credits), we will have a green light with a $0 | |
|balance. | |
|We want to view what the actual postings will look like in the general ledgers. It is here that we can ensure that | |
|the Debit/Credit posting is correct and that the accounts are affected correctly. Use the [pic] button to see | |
|whether the postings are correct. | |
|[pic] | |
|Press [pic] to save the invoice receipt. The system will again create a unique document number. | |
| |Invoice document number |
|Click on the exit icon [pic] to return to the SAP Easy Access Menu. | |
|Document no. 5105600221 created | |

|[pic] |MM 4: Post Payment to Vendor |
|Exercise Use the SAP Easy Access Menu to post a payment to a vendor. Time 5 min |
|Task Issue a payment to Olympic Protective Gear to settle the Accounts Payable. A journal entry is made to Accounts Payable for Olympic |
|Protective Gear and to the bank checking account in the G/L. |
|To post a payment to a vendor, follow the menu path: | |
|Accounting ► Financial Accounting ► Accounts Payable ► Document Entry ► Outgoing Payment ► Post |Menu path |
|First, enter today’s date as Document Date. If requested, enter Company Code US00 and Currency/Rate USD. In the Bank| |
|data field group, for Account use F4 to find and select 100000 (Bank Account) and enter the amount you are going to |today’s date |
|pay (5,250.00). |US00 |
| |USD |
| |100000 |
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| |5,250.00 |
|In the Open item selection field group, search for the account number for your Olympic Protective Gear (use search | |
|term ###) and populate it into the Account field. All other settings remain unchanged. Make sure that your screen | |
|looks like the one shown below. |### |
|[pic] | |
|Select [pic]. The following screen will appear. | |
|[pic] | |
|If the Not Assigned field on the bottom of the screen is not equal 0.00 USD, then double-click on your invoice | |
|amount (USD Gross). Then, the invoice selected will turn blue. Review the Not assigned balance on the bottom of the | |
|screen. Click on [pic] to post your payment. Again, the system creates a unique document number. | |
|[pic] | |
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| |Payment document number |
|The Post Outgoing Payments screen is again blank, ready for another payment to be entered. Click on the exit icon | |
|[pic] to return to the SAP Easy Access Menu and as no data will be lost accept the SAP warning message with Yes. | |
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| |Yes |
|[pic] | |
|Document 1500000087 was posted in company code US00 | |

|[pic] |MM 5: Display Vendor Line Items |
|Exercise Use the SAP Easy Access Menu to display vendor line items. Time 5 min |
|Task Display and confirm the activity and associated balance for the Accounts Payable for Olympic Protective Gear. You should see both a credit|
|and debit posting indicating the receipt of the invoice and the issuance of a payment to settle this balance due to Olympic Protective Gear. |
|To do this, follow the menu path: | |
|Accounting ► Financial Accounting ► Accounts Payable ► Account ► Display/Change Line Items |Menu path |
|In the Vendor field, search for the number for your Olympic Protective Gear supplier (use search term ###). Enter | |
|US00 as Company Code and select All items in the Line Item Selection section. Then, click on [pic]. A similar screen| |
|to the one shown below should appear. |### |
| |US00 |
| |All items |
|[pic] | |
|You can see that all of the postings made to our vendor have been cleared. Double-click on the Invoice Line (RE). | |
|Select [pic] to view the G/L line items. |RE |
|[pic] | |
|Click on [pic] to go back to the invoice line items, and double-click on the Vendor Payment Line (KZ). Select [pic] | |
|to view the G/L line items. |KZ |
|[pic] | |
|Click on the exit icon [pic] three times to return to the SAP Easy Access Screen. | |
|[pic] | |
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EXERCISE

EXERCISE